Office Coordinator

As the Office Coordinator, you will work closely with all departments across the business, ensuring the company is represented in a professional, efficient, and welcoming manner, both internally and externally. You will play a key role in supporting the Senior Management Team with the smooth day-to-day running of the business and helping to achieve operational objectives.

Location: Stanwell Moor

Hours: Monday to Friday, 9:00am-5:00pm (40 hours per week)

Salary: £28,500 per annum

As the first point of contact for clients, customers, contractors, and visitors, you will provide a warm, friendly, and professional welcome, creating a positive first impression of the company.

Working closely with the Maintenance Department, you will be responsible for coordinating and preparing daily work schedules, ensuring all worksheets are created and issued in advance of the next working day. You will prioritise tasks based on urgency, operational requirements, and customer needs, helping to maximise efficiency and service delivery.

In addition, you will compile, maintain, and analyse operational data, producing accurate reports and performance information to support the monthly reporting requirements of the HSQE Manager. You will ensure records are kept up to date and contribute to the continuous improvement of administrative processes across the business.

Key Duties of Office Coordinator:

Responding to general emails and postal correspondence with customers and suppliers; ensuring files and archives are accurate, accessible, and auditable
Managing and reconciling the company ordering system, including stock inventory and replenishment
Supporting the HSEQ & HR Managers with training administration, accident and incident reporting, return-to-work interviews, and personal filing/correspondence
Supporting the Maintenance Manager with maintenance sheets (production, completion/sign-off, recording and filing) to meet contractual obligations
Working with the General Manager (GM) to produce required contractual reports
Supporting strong customer relationships through accurate documentation and operational knowledge
Keeping the GM informed of office-based functions, processes, concerns, and requirements at all times
Taking the lead on office-based functions where required, ensuring outputs are delivered on time, in the correct format, and to the required standard

Experience

Similar or transferable experience in an office-based role or customer service environment (sector background not essential)
Up-to-date, practical knowledge of office management, including its application and impact

Qualifications & Education for desired Office Coordinator:

GCSEs (minimum), including English Language/Literature and Maths
Proficient in Microsoft Office, particularly Excel, Word, and Outlook
Experience using job management, scheduling, or maintenance management software (desirable)
Good understanding of data management and report preparation

Preferred Skills

Previous experience in an office coordination or administration role
Experience scheduling work and coordinating operational teams
Ability to prioritise a high-volume workload and work well under pressure
Excellent organisational and time management skills
Strong communication and interpersonal skills
High accuracy and attention to detail
Ability to maintain confidentiality and exercise discretion
Confident producing reports and analysing data
Customer-focused with a professional and approachable manner

Should you require any support or assistance, please contact your local Gi Group office.

Gi Group Holdings Recruitment Limited are proud founding members of Menopause in business, corporate members for Neurodiversity in business, Disability Confident committed members, Gold status for the Armed Forces Covenant, Bronze trail blazers for Racial Equality matters and Age Friendly Employer pledge members.

Gi Group Holdings Recruitment Limited group of companies includes Gi Recruitment Limited, Draefern Limited, Gi Group Recruitment Ltd, INTOO (UK) Limited, Marks Sattin (UK) Limited, TACK TMI UK Limited, Grafton Professional Staffing Limited, Encore Personnel Services, Gi Group Ireland Limited and Kelly Services (UK) Ltd. Gi Group Ireland Limited are acting as an Employment Agency in relation to this role.

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